LADEED AHAMED C.

ROLL NO – 2114504233

MBA

SEM-1

DMBA101 – MANAGEMENT
PROCESS AND
ORGANISATIONAL BEHAVIOUR
 1. What is communication barrier? Describe various kinds of communication
barriers and methods to overcome barriers in organizations.

Sol: Communication barrier: A communication barrier is anything that stops us from

receiving and understanding the messages others use to express their information, ideas and
thoughts. They can interfere with or obstruct the message we are trying to send.

Kinds of Communication barrier:- Here are the common examples of organizational

barriers seen in organizations:

1. ENVIRONMENTAL BARRIERS

This kind of organizational barrier includes all the physical obstacles that might affect an
organization’s ability to communicate with its employees, customers or suppliers. It could
even affect communication between employees too. This might be because of a noisy
workplace, technological troubles, climatic factors that prevent communication or even a
pandemic that stops people commuting to and from work.

2. INTERPERSONAL COMMUNICATION BARRIERS

This type of organizational barrier is perhaps the most common, particularly as businesses
grow. Poor communication among teams can be caused by a breakdown in working
relationships and can hamper a project. Some kinds of communication barriers occur
occasionally, while others are more chronic. When a project is on a tight deadline,
communication can suffer. This is also paradoxically when good communication matters the
most.
3. CULTURAL BARRIERS

These types of organizational barriers can occur among employees who don’t understand

each other’s culture or background. With organizations becoming more global, these kinds of
barriers have become more common. Therefore, it’s important to make employees understand
one another. It can help to have uniform values that are adopted across an organization’s
locations. It’s also important for organizations to provide training for their employees so they
know how to work well as part of a team, regardless of the background of its members.
4. DECISION-MAKING BARRIERS

Poor communication skills cause these types of hurdles among managers. This can be a
big organizational barrier to communication, as teams try hard to achieve their goals. It may
block them from reaching their targets because of the lack of motivation or understanding
within the workforce. Therefore, it’s important to make sure everyone has enough knowledge
and experience to make decisions.
5. INSECURITY WITHIN TEAMS

Sometimes, the lack of communication skills is a symptom of a deeper leadership problem. A

lack of confidence among employees might cause it. When the team doesn’t trust the boss, its
members may hesitate to speak freely, as they do not feel comfortable. For individuals to
perform at their best, they need to feel secure. It’s important for organizations to resolve
these examples of organisational barriers by encouraging everyone to work well together.
 
6. REMOTE WORKING BARRIERS

The pandemic forced the world into remote work mode almost overnight. While it has
allowed us all to continue work through multiple lockdowns, it has also brought along with it
some unique challenges. Listening is more difficult when we’ve been saturated with Zoom
calls all day. Even our ability to concentrate diminishes with the number of meetings
increasing in a remote environment. It’s important to understand how these issues affect us.
Only then can we overcome these examples of organizational barriers to communication.

7. PHYSICAL BARRIERS TO NON-VERBAL COMMUNICATION

Not being able to see the non-verbal cues, gestures, posture and general body language can
make communication less effective. Phone calls, text messages and other communication
methods that rely on technology are often less effective than face-to-face communication.

Methods to overcome barriers in organizations:

It is very important for management to recognize and overcome barriers to effective

communication for operational optimization. This would involve diagnosing and analyzing
situations, designing proper messages, selecting appropriate channels for communicating
these messages, assisting receivers of messages in correct decoding and interpretation of the
messages and providing for an efficient and effective feedback system.

Some of the steps that can be taken in this respect are:

1.  Feedback and upward communication:

Feedback helps to reduce misunderstandings. The information is transferred more accurately
when the receiver is given the opportunity to ask for clarifications and answers to any
questions about the message. Two-way communication, even though more time consuming,
avoids distrust and leads to trust and openness which builds a healthy relationship between
the sender and the receiver and contributes to effective communication. Upward
communication is strengthened by keeping an open door policy and providing opportunities
for workers to give suggestions which should be taken seriously by the management by
acknowledging them and taking appropriate action.

2.  Improve listening skills:

According to Stuart Chase, “listening is the other half of talking,” and is very important part
of the communication process. Listening is an active mental process and goes beyond simply
hearing. Good listening habits lead to better understanding and good relationships with each
other. Listening is a recognition that the receiver has responsibility in the communication
process. Some of the guidelines for effective listening are:

a) Listening requires full attention to the speaker. Do not let your mind wander or be
preoccupied with something else, otherwise we would not be able to grasp the meaning of the
message in its entirety.

b) The language used tone of the voice and emotions should receive proper attention. Listen

for feelings in the message content and respond positively to these feelings.

c) Ask questions to clarify any points that if do not understand clearly and reflect back to the

speaker your understanding of what has been said.

d) Make sure that there are no outside interruptions and interference during the course of
conversation.

e) Do not judge the importance of the message due to your previous dealings and experiences

with the sender or due to your perceptions about him, positive or negative.

f) Do not jump to conclusions before the message is over and is clearly understood.

g) Summarize and restate the message after it is over to doubly make sure about the content

and the intent of the message.

3)  Develop writing skills:

Clearly written messages can help avoid semantic and perception barriers. A well written

communication eliminates the possibility of misunderstanding and misinterpretation. When

writing messages, it would be wise to adopt the K.I.S.S. principle which means “Keep It

Short and Simple, thus making the meaning as clear as possible so that it accomplishes the

desired purpose.

2. “Premature evaluations and hurried conclusions distort listening.” Discuss in

Detail.

Premature Evaluation: 

This is an important psychological factor of communication barrier.

Premature Evaluation Communication is likely to fail if the receiver evaluates the meaning of
message before the sender completes the message. Such premature evaluation may occur due
to pre-conceived notions or prejudice against the communicator. 

Such an evaluation may prematurely conclude the message may not bring the desired result,
thereby he withholds the message. 

Premature evaluation distorts understanding and acts as a barrier to effective communication.

Hurried Conclusions-

Prejudging the intentions of the speaker and jumping to premature conclusions without
listening to the complete thought.

Distorted Listening

Distorted listening occurs in many ways. Sometimes we just get the order of information
wrong, which can have relatively little negative effects if we are casually recounting a story,
annoying effects if we forget the order of turns (left, right, left or right, left, right?) in our
driving directions, or very negative effects if we recount the events of a crime out of order,
which leads to faulty testimony at a criminal trial.

 Rationalization is another form of distorted listening through which we adapt, edit, or skew
incoming information to fit our existing schemata. We may, for example, reattribute the cause
of something to better suit our own beliefs. If a professor is explaining to a student why he
earned a “D” on his final paper, the student could reattribute the cause from “I didn’t follow
the paper guidelines” to “this professor is an unfair grader.” Sometimes we actually change
the words we hear to make them better fit what we are thinking. This can easily happen if we
join a conversation late, overhear part of a conversation, or are being a lazy listener and miss
important setup and context. Passing along distorted information can lead to negative
consequences ranging from starting a false rumor about someone to passing along incorrect
medical instructions from one health-care provider to the next.

 Last, the addition of material to a message is a type of distorted listening that actually goes
against our normal pattern of listening, which involves reducing the amount of information
and losing some meaning as we take it in. The metaphor of “weaving a tall tale” is related to
the practice of distorting through addition, as inaccurate or fabricated information is added to
what was actually heard. Addition of material is also a common feature of gossip.

3. What do you understand by communication flow? Discuss the formal and

informal lines of organizational communication with suitable examples.

Communication flow: Communication is simply the act of transferring information from one
place, person or group to another.

Organizational communication includes both internal communications, such as employee

training modules, messaging around an organization's mission, interpersonal communications
between management and employees, and professional communication such as emails.

It also includes external-facing communications such as public relations announcements,

press releases, marketing materials, and branding.

In an Organization, there are two channels of communication - Formal and Informal. The
main difference between the two is that Formal communication is backed by predefined
channels while there is no such rule for Informal communication.

Types of Formal Communication

1. Vertical
In this type of formal communication, information exchange takes place at different
organizational levels. Either the communication takes place from superior authority to
subordinate or vice-versa.

It is also classified into two types:

 Bottom-up: Communication flow is from subordinate to superior authority.
 Top-down: Communication flow is from superior authority to subordinate.

2. Lateral or Horizontal
This type of communication takes place between two employees of the same level but
working in different departments.

For example Communication between the Sales manager and Human resource manager.

3. Diagonal or Crosswise
This type of communication takes place between employees of different departments working
at different levels.

For example. Communication of Salesman and Manufacturing manager.

What is Informal Communication

Informal communication is multidimensional, it flows freely in the organization without any
boundation of predefined channels or routes. It is comparatively very quick and relational.

In organizations it is often called the ‘grapevine’, it is also important for the growth of a
company because employees can discuss work-related issues more openly which ultimately
saves the company’s time and money.

Some general examples are - Chats between team members, A private journal or diary, etc.

Types of Informal Communication

1. Single Strand Chain

The communication in which one person tells something to another who again says
something to another person and the process continues.

2. Cluster Chain
In this type of informal communication, one person tells something to some of his friends
then they circulate that among their close friends and the process goes on.

3. Probability Chain
In this type, one person randomly chooses some persons and transfers information to them
and they also do the same later on.

4. Gossip Chain
This type of communication is very common in an organization, where a person tells
something to a group of people then they also spread it further to another group of people till
it gets passed to everyone.

4. What is the basic outline of a persuasive letter? Justify the structure of ideas in a
persuasive letter.

What is persuasive letter?

Persuasive writing intends to convince readers to believe in an idea or opinion and to do an

action . It is a form of non-fiction writing the writer uses to develop logical arguments,
making use of carefully chosen words and phrases.

Basic outline of a persuasive letter

A persuasive outline has a standard number of five paragraphs . The first paragraph contains
introduction. The second, third, and fourth paragraphs make up the body, and they include
major arguments. Last paragraph is the conclusion that summarizes your arguments.

While the content of a persuasive letter may differ based on its purpose, it follows a particular
format that should be considered when writing one. As mentioned earlier, it is a formal letter.
The tone of the letter is decided based on the reader of the letter. Having explained these
details, here’s a look into the simple format of such a letter.

Sender’s Name
Sender’s Address
Date

Recipient’s Name
Designation
Address

Salutation: Dear Ma’am/Sir or Dear Ms./Mr. or Organization’s Name

Introductory Paragraph: Talk about yourself and explain who you are and what you are
offering. What are you trying to persuade them about? Place an argument before them. Use
facts to back your request.
Second and Third Paragraph: Your argument requires a valid basis, and this is what will be
presented in these paragraphs. Again, you may need facts and statistics to validate your
stance. Convince the reader how he will benefit by investing time/resources in your offer. By
using a valid basis or reason, you will persuade your reader to agree with you and take up
your offer. You may write about three to four paragraphs, but your letter should not exceed
one page.

Closing Paragraph: In this paragraph, you will close your argument, primarily by restating it,
so that it is convincing enough for the reader to agree in the positive. Offer a time limit within
which a response is expected and guide the reader toward the necessary course of action.

Closing: Sincerely,

Signature
Writer’s Name/Organization’s Name
Designation

Remember, while the format is important, it is the content of a persuasive letter that makes all
the difference. Ensure that there is a smooth transition of facts and arguments in your letter. It
must be enough to make a reader want to grab the opportunity and make the most of it.

Justifying the structure of ideas in persuasive letter.

In a persuasive letter, we take hold of the customers attention by describing the features of
product and how it will benefit them(customers), means how the products and services we are
providing will meet their specific needs and values.

The message in persuasive letter you choose to focus on should be something that your
competitors don’t do well but that you do. 

Simply talking to customers in a targeted way about their buying decisions can be a big help
when determining why they buy your products. 

How the product will make their lives easier and give them a good reason why your product
or service fits the bill. 

Buyers are always looking for a good deal, so cost plays a part in most purchasing decisions.
Especially when it comes to comparison shoppers, price-based propositions shouldn’t
discount a product’s quality but emphasise value, appealing to customers who want a quality
product at a better price.

At last the letter should encourages customer that how much it is east to buy a product
through different payment method and how they will be satisfied with the product which will
be delivered.
 5. Describe various types of reports? Elucidate the elements of a formal business
report.

Business reports convey different types of the necessary information about a business e.g.,
facts, figures and a situation’s analysis. The main motive of reports is to provide a business
the essential information for planning and major decision making like expansions
and investments.

Below are some of the most common types of reports that business owners usually find most
useful.

1. Annual Report

The main purpose of an annual report is to let you see what your company has accomplished
over the preceding year.

You may also choose to use this type of performance report as a marketing tool to get people,
particularly potential investors and customers, excited about your company—if the financial
numbers are in your favor.

Publicly traded companies are required by law to submit annual reports to the Securities and
Exchange Commission (SEC).

2. Sales and Revenue Report

A sales and revenue report is among the most basic types of business reports you can
compile, as it simply lists your sales statistics in a given time period. Most importantly, you
can quickly compare these numbers to your expenses to determine your profit margin.

Also, by comparing these numbers to those of other time periods, you can get a quick
snapshot view of how to best manage future sales efforts, such as pinpointing the best time to
conduct marketing campaigns.

3. Inventory Report

Inventory reports let you know how much of your product you have on hand at a given time.
This type of report doesn't have to be complicated and, in fact, it can even be a simple
checklist.

If you want something a bit more involved, you can compile an inventory ranking report,
which can show you how well your products sell compared to the overhead cost of keeping
them in stock.

4. Marketing Report
One of the most important aspects of many businesses is marketing, and keeping track of
your efforts and their results is critical. By compiling and analyzing this information, you can
monitor where your sales are coming from to make sure you're getting a good return on
investment for your marketing spend.

5. Website Traffic Report/Social Media Report

These types of business reports give you a feel for the online performance of your business.
You can tailor them specifically to your needs to get all kinds of information, from
demographics to engagement levels.

Elements of a formal business report

Title Page
Every business report has a title page to tell the reader what they’re about to read, who it was
written by, and when it is was written.

Executive Summary
The executive summary is the CliffNotes version of the entire report and includes the topic,
an overview of the data obtained, and any recommendations based on the study. This
shortened version of the report is helpful for busy managers or executives who may not have
time to read the entire document, but want the gist of the information.

Table of Contents
This section is vital for lengthier reports as it lists the sections and any subheads and the page
location of those sections and subheads. Directing the reader to page numbers is very helpful
when looking for specific pieces of information.

Introduction
The introduction highlights the topics that the report will dig into. It will state what data was
collected and why, and the overall purpose of the report.

Body
In the body of the report is the meaty part. The body text is where the details go when it
comes to the purpose of the report and any data supplied. A report with a great deal of
information and multiple data sets will have subheads. Pictures should have captions.
Supporting data can be displayed in tables, charts, or graphs which will all have titles, but
they will all appear here in the body section.
Conclusion
Very simply, the conclusion will summarize the body section of the report.

6. Discuss various types of resumes. Describe the salient features of a good resume.

Resume:-

A resume is a formal document that a job applicant creates to itemize their qualifications for
a position. A resume is usually accompanied by a customized cover letter in which the
applicant expresses an interest in a specific job or company and draws attention to the most
relevant specifics on the resume.

Successful resumes highlight specific accomplishments applicants have achieved in former

positions, such as cutting costs, transcending sales goals, increasing profits, and building out
teams. 

Various types of resumes:

There are 5 major types of resumes: the chronological resume, functional resume,
combination resume, target resume, and mini resume.

Here’s a breakdown of the different types of resumes:

1. Chronological Resume
It is a brief run-through of your working history according to when you held the position.
With this resume, jobs are always supposed to be listed in reverse chronological order. Start
with the most recent activity and then work back from there. This makes your career path
logical and readable. Put your most important information at the top to make it easy to find. It
will also most likely be your most impressive assignment. Keep in mind employers take the
closest look at your more recent employment activity as a gauge for how you are going to
work in the future. This is generally the preferred method by hiring managers.
2. Functional Resume
This resume does not focus as heavily on when you did your activities, but rather what you
did. It focuses on clusters of experience you’ve gained from multiple projects. This lets you
keep the focus off employment gaps you may have or a career path that is not clearly heading
toward this job opening.
A functional resume comes in handy for roles that require specific, targeted skills.
3. Combination Resume
As the name suggests, this is a hybrid of functional and chronological. It outlines the skills
that you possess and relates them to time periods of past employment. This
4. Targeted Resume
A targeted resume simply means not creating one generic resume to send out to the masses.
With a targeted resume, you take the time to tweak it to put you in the best light to get hired
by a particular company. It is a good idea to take a targeted approach when putting together
any other type of resume. While it may save you time to create one and send it out, you will
get better results if you tailor your resume to each potential employer.
This is particularly crucial for highly-competitive roles.
5. Mini Resume
While rarely used in hiring settings, it is helpful to have a mini resume on hand.  Many times
these are a short synopsis of your working history sometimes in the form of a bio, often with
some supplemental information requested. They are supposed to be short and to the point so
that when someone meets you quickly, they can get a feel for your experience.

Salient features of a strong resume:

Your resume should be looked at as your marketing tool & an elevator pitch - it is that small
window of opportunity that you have to get the employer interested enough to call you for a
detailed discussion. Some key factors to be considered while building high-quality & strong
resumes are:

Resume Headline

Does your resume require a resume headline? A resume headline can be used when you have
gained 2+ years of experience in any particular role. This highlights that you are an expert in
that area. Thus, when the interviewer glances at your resume, the headline itself creates an
impression.
However, if you are a fresher with a postgraduate degree – you can use a headline, which
states ‘MBA Fresher’ or ‘A budding MBA Professional with acquired skills in X, Y, Z.’
Remember what your resume headline says, must be reflected in your projects, work
experience, and internships.

Professional Experience

Your professional experience should be noted down in a crisp manner. You can use the
following order to highlight your professional experience:

1. Core Qualifications
2. Technical Skills
3. Work Experience
4. Key Projects
The above order will help highlight every detail you have covered under a particular
organization.
If you have any internship experience and believe, you have done a significant amount of
work and benefited the organization, that can be mentioned too under a section of Internships.
Quantifiable Achievements
When writing the descriptions for the jobs you’ve held, focus on what you accomplished in
each position rather than what you did. Listing quantifiable achievements in a numerical
manner (increased sales 20%, reduced expenses by 10%, for example) will help your resume
stand out.
Be sure to match those accomplishments to the criteria the employer is seeking in the job
posting.
Strengths

Is it essential to highlight your strengths under a separate section? The current best practices
to resume writing suggests that adding a section to strengths does not add much value. In case
you are a fresher, then you can add a section under strengths. It’s unlikely as a fresher, that
you’d have any expertise skills.
However, for a person with a good amount of experience, your strengths can replace with
Key skills and Technical Skills depending on your respective profile. List down your hard
skills instead of soft skills.

Certifications
We mainly require certificates for educationally related points. Most of the extensive courses
offer a certificate. In addition, we can also link certificates to the resume. For e.g., Courses
done on Coursera has a unique permalink to the complete certification. Thus, make sure the
important courses are highlighted on the resume.